purchasing:ordering_from_suppliers

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purchasing:ordering_from_suppliers [2023/04/10 09:23] – [Calculate months of stock required] Gary Willettspurchasing:ordering_from_suppliers [2024/02/16 11:07] (current) – [Expiry consideration] Ujwal Khatry
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 <WRAP center round info 90%> <WRAP center round info 90%>
-mSupply does not use set "minimum" & "maximum" stock levels as its primary means of determining order quantities.  Conventional minimum and maximum stock levels are calculated using the methods described here, but it is problematic to try and fix these values, because:+mSupply does not use set 'minimum' & 'maximum' stock levels as its primary means of determining order quantities.  Conventional minimum and maximum stock levels are calculated using the methods described here, but it is problematic to try and fix these values, because:
   * The parameters will keep on changing,   * The parameters will keep on changing,
   * It takes a lot of manual work to calculate,   * It takes a lot of manual work to calculate,
   * The assumptions made in calculating them are often lost.   * The assumptions made in calculating them are often lost.
-Be assured that the system that mSupply uses will give you much better inventory control!+The ‘good’ reason to use ‘minimum’ & ‘maximum’ stock levels is if you don’t have a calculator like mSupply that can quickly and easily calculate the right amount of stock to order.  Be assured that the system that mSupply uses will give you much better inventory control!
  
 Having said that, mSupply does allow for minimum stock levels so as to allow you to ensure a minimum quantity of rarely used items. e.g. essential emergency supplies - refer [[items:item_basics:tab_stock|Other information on the stock details page]].  These minimum stock levels should **not** be used for most items. Having said that, mSupply does allow for minimum stock levels so as to allow you to ensure a minimum quantity of rarely used items. e.g. essential emergency supplies - refer [[items:item_basics:tab_stock|Other information on the stock details page]].  These minimum stock levels should **not** be used for most items.
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 <wrap em>MOASO = MAX(0,Lead time - Current stock level + stock on backorder to customers - stock on order from suppliers)</wrap> <wrap em>MOASO = MAX(0,Lead time - Current stock level + stock on backorder to customers - stock on order from suppliers)</wrap>
  
 +The automatic calculation of stock to order in mSupply does not include MOASO: it is described here so that you can manually compensate for it in your choice of months of stock to order if required. 
 </WRAP> </WRAP>
  
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 Choose **Supplier > New Purchase Order** from the menus. The following window will be displayed: Choose **Supplier > New Purchase Order** from the menus. The following window will be displayed:
  
-{{ :purchasing:new_po_rev.png?350 }}+{{ :purchasing:po_new_order-calculate-2024-02-16.png?350 }}
  
 This window allows for a number of factors to be entered. This window allows for a number of factors to be entered.
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 == Order for some items only == == Order for some items only ==
  
-{{ :purchasing:new_ord_items.png?350 }}+{{ :purchasing:po-order_some-items-only-2024-02-16-t14-07.png?350 |}}
  
   * Either click on the //Query items// box, to bring up the //Query Editor// window, and enter the required parameters, or select one or more criteria by placing check marks as appropriate in the three boxes; use of the //Query Editor// is described in detail in the Reports chapter. See [[reports:custom_reports#Using the Query Search editor]]   * Either click on the //Query items// box, to bring up the //Query Editor// window, and enter the required parameters, or select one or more criteria by placing check marks as appropriate in the three boxes; use of the //Query Editor// is described in detail in the Reports chapter. See [[reports:custom_reports#Using the Query Search editor]]
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 The //Requested delivery date// field is set to the current day by default. If you manually enter a figure in the //Months stock required// field without using the //Calculate// button the //Requested delivery date// will not be automatically updated. So the order will be for the full number of months you enter in the //Months stock required// field. The //Requested delivery date// field is set to the current day by default. If you manually enter a figure in the //Months stock required// field without using the //Calculate// button the //Requested delivery date// will not be automatically updated. So the order will be for the full number of months you enter in the //Months stock required// field.
  
-<WRAP center round alert 90%> +<WRAP center round important 90%> 
-  * The **Lead time** figure will generate an **Expected delivery** date, and the **Lead time** / **Expected delivery** date can have a significant impact on actual Purchase order quantities - refer [[purchasing:ordering_from_suppliers#calculate_purchase_order_quantity|Calculating Purchase order quantity]] above. +  * The **Requested delivery** date affects the amount of stock that is ordered because mSupply assumes that your current stock covers that period and therefore does not order for the period up to the //Requested delivery date//.
-  * **BEWARE** of manually entering in a date that is unrealistically far into the future - this will **REDUCE** the quantity ordered!+
 </WRAP> </WRAP>
  
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 If mSupply calculates that any of the lines from the supplier are not required, when this box is checked such lines will appear on the Purchase Order, the order quantity being 0. If mSupply calculates that any of the lines from the supplier are not required, when this box is checked such lines will appear on the Purchase Order, the order quantity being 0.
 +
 +== Expiry consideration ==
 +The checkbox to //Exclude stock that will expire within 3 months of projected consumption date// is a new updated feature to accurately predict amount of stock that is likely to be wasted due to expiry and current consumption rate. In this current example, mSupply will only aim to distribute stock if the expiry is more than 3 months away. This updated feature is only available in mSupply v7.12 or later.  
 +
 +This topic is huge so it may be worth reading this topic [[faq:wastage_prediction_due_to_expiry_v7-12|Stock wastage prediction for ordering]]
 +
  
 == Create order button == == Create order button ==
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 ==== Buttons in the purchase order list window ==== ==== Buttons in the purchase order list window ====
  
-{{ :purchasing:po_list_buttons.png?450 }}+{{ :purchasing:po_list_buttons.png?550 }}
  
 === New PO (purchase order) === === New PO (purchase order) ===
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 This allows you to print the displayed list of purchase orders. When you click on the **Print** button, it shows two windows. The first is the page setup for your printer, the second allows you to specify how many copies to print. The column sizes set in the list window are reflected in the printed output. This allows you to print the displayed list of purchase orders. When you click on the **Print** button, it shows two windows. The first is the page setup for your printer, the second allows you to specify how many copies to print. The column sizes set in the list window are reflected in the printed output.
  
-=== Email === 
- 
-Any highlighted orders will be converted to queued emails. 
  
 === Customise === === Customise ===
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 === Split === === Split ===
  
-This button allows you to split the selected order between two or more suppliers, and may be used only on orders with a status of //sg//. +This button allows you to split the selected order between two or more suppliers, and may be used only on orders with a status of //sg//. 
 + 
 +=== Finalise === 
 +This button allows you to finalise multiple purchase orders at once. Simply highlight a selection of purchase orders in the list and click on the button. 
 + 
 +Only Confirmed status purchase orders will be finalised; purchase orders of any other status will be ignored. After finalisation has been carried out you will be told how many were successfully finalised and how many couldn't be updated because they weren't confirmed or because they were in use by someone else.
  
 ===== Editing a purchase order ===== ===== Editing a purchase order =====
  • Last modified: 2023/04/10 09:23
  • by Gary Willetts